Parent Volunteer Committees

The Committee Descriptions are based on a production with one cast: having 3 tech rehearsals, 1 dress rehearsal and 2 performances. In the event of a production with 2 casts, committee responsibilities will vary. We do our best to give an accurate description of each volunteer committee- but responsibilities are subject to change.

 
Committee Descriptions

Updated June 2016

Audition Assistant (B-auditions):  The audition assistants are responsible for overseeing all cast members in the youth room while the staff are conducting auditions in the classroom. Two audition assistants are needed and will be responsible for attending all audition sessions for the production. The audition assistants will help check-in cast members as they arrive for auditions. This includes marking cast member’s arrival, collecting paperwork, and distributing name tags. During auditions, the audition assistants will supervise those cast members who are not currently auditioning. In addition, the audition assistants will help the audition process run smoothly by organizing cast members individually or in groups and sending them in to audition once other cast members have finished. The audition assistants will help clean and organize youth room following auditions and must remain at the auditions until all cast members have been picked-up. Please email The A.C.T. prior to auditions if you are interested in volunteering for this position.


Bio Boards Chair (A-rehearsal weeks): The Bio Boards Chair works with the Bio Board/Publicity Team to create the bio boards that are displayed in the lobby at the shows.  The Chair is responsible for editing the bios into a consistent format.  In addition, the Chair will coordinate the efforts of the Bio Board/Publicity Team to design a creative layout, shop for necessary materials**, and assemble the boards prior to the performance dates.


Bio Boards/Publicity Team (B-rehearsal weeks): The bio boards/publicity team has dual responsibilities.  First, the team will work with the Publicity Chair to submit articles and photos to local papers, community websites, and schools. The team will also help promote the show by distributing flyers and promotion materials throughout Acton and surrounding towns. Second, the team is responsible for working with the Bio Boards Chair to design and create the bio boards which are positioned in the lobby during the shows. These boards contain photos and biographical information about each cast and crew member. The committee must work together to cover the boards with material, affix the cast photos and bios, and add some sparkle.


Cuers (B-backstage): Cuers are responsible following the directions of the Stage Manager to time the entrances of the cast during the show so that they can get the actors ready to go on stage at the appropriate time or "on cue". The cuers are required to work at either 2 techs or 1 tech and 1 dress rehearsal as well as 1 show*.


Costume Assistant (B-rehearsal weeks and backstage): The Costume Assistant will work hand-in-hand with our costume designer to make, organize, distribute, and manage costumes. The Costume Assistant will meet with our costume designer prior to tech week to learn who wears which costume, what costume changes will take place during the show, and how the costumes are organized. In addition, the Costume Assistant will attend a costume fitting toward the later half of the production period (date TBD). The Costume Assistant will cover for the costume designer at dress rehearsal. This will also include taking note of any alterations or repairs that need to be made and dropping any items that need alterations off at the costume designer’s house after the dress rehearsal so that the alterations can be made prior to the first show. The Costume Assistant will also work along side the costume designer during the first performance to ensure that all costume related aspects of the show run smoothly.


Front of House Chair (A-rehearsal weeks and shows): There will be a FOH Chair assigned for each cast. The FOH chair creates a schedule assigning each cast family to a specific Front of House responsibility and oversees ushers, concessions, and CandyGrams at the show. The Chair is also responsible for securing the lobby and cash boxes prior to the start of the show, during intermission and after the show. The house chair works 2 shows and must arrive one hour prior to each show to make sure their committees are in order. The front of house chair must remain in the lobby through intermission for 1 show.*


Front of House Crew (all families): The Front of House Crew will consist of Ushers, Concessions and CandyGrams. The Front of House Chair will assign the FOH Crew to different stations for each show. They will need to arrive 1 hour prior to show time to help set up, organize and man their stations. Crew members are responsible for manning their stations at their scheduled time, which may include the start of the show, at intermission and/or after the shows. In addition, crew members must also help pack up their stations at the end of their scheduled performance. Each member of the FOH crew will work at least 1 show.

    • Concessions: This crew will be responsible for selling concessions as well as setting up the concessions table 1 hour prior to the show and dismantling after the show. Concessions are sold 1 hour before show time, during intermission, and for 30 minutes after each performance.
    • Ushers: Ushers are positioned at the main entrances to the auditorium in addition to the reserved seating areas prior to the shows. They are responsible for taking tickets, handing out programs, managing reserved seating, and helping audience members find seats. Ushers must also stand at the theater doors at intermission to ensure that no food or drink is brought into the auditorium. Ushers must arrive 1 hour prior to showtime.
    • DVD Table: This crew will collect payments and forms for DVD orders. DVDs are sold 1 hour before show time, during intermission, and for 30 minutes after each performance. 
    • CandyGrams: This crew will sell CandyGrams (messages of encouragement) prior to the show and during intermissions. The CandyGram crew will sell CandyGrams, attach a sweet treat, and place the CandyGrams in labeled bags for cast members to collect at the end of the show. CandyGrams are sold 1 hour before show time, during intermission, and for 30 minutes after each performance.

 

Parent Volunteer Coordinator (A-rehearsal weeks): The Parent Volunteer Coordinator (PVC) is in charge of managing and scheduling all parent volunteers for the production. The PVC will act as a liaison between the The A.C.T. and the parent volunteers. Once the volunteer assignments have been assigned by our staff, the PVC will communicate the assignments and responsibilities of each position to our volunteers. The PVC will also be responsible for email communications with the volunteers; including seeking updates from all committee chairs on their committee’s progress, sending weekly reminders to set construction and paint crews, and communicating progress, questions, or concerns to The A.C.T. In addition to handling communication with the volunteers, the PCV is also responsible for compiling individual schedules from the committee chairs into a master schedule, which will be used by the backstage and front of house crews for tech week and the shows.


Painting Crew (B-rehearsal weeks): This crew helps to paint the sets and props. They work with the paint chair, set crew chief, set construction chair, and set artist. Painting begins after set construction has been completed and takes place at our warehouse in Littleton for about two-three hours per week on a day designated by the paint chair, set crew chief and the set artist for approximately 5-6 weeks.

  

Props Chair (A-rehearsal weeks and backstage): The props chair coordinates and schedules the props committee. They manage the effort to obtain and create props for the show, and then organize, label, store, and bring these props to rehearsals and tech week. The Props Chair coordinates with the Painting Chair regarding props that need painting. The props list is developed by the Directors and given to the chair at the start of production. The props chair needs to attend two of the final rehearsals to mark a props script that will be used during tech week and the performances. The props chair is required to work at all tech rehearsals and dress rehearsals as well as 1 show*.

 

Props (A-rehearsal weeks and backstage): The props crew helps the Props Chair and directors in obtaining and creating props for the show. They will also work backstage passing props off to the cast. Each member of the props crew is required to work either 2 tech rehearsals or 1 tech and 1 dress rehearsal as well as 1 show*.

  

Publicity Chair (A-rehearsal weeks): The Publicity chair will organize the efforts of the Bio Board/Publicity Team to submit articles and photos to local papers, community websites, and schools, as well as hanging flyers around Acton and surrounding towns. The chair is also responsible for setting up the sandwich boards around town 2-3 weeks prior to the show and for collecting and returning them to the warehouse immediately after the last show.

 

Set Artist/Paint Chair (A-rehearsal weeks): The Set Artist sketches and draws the artwork for the set. (S)he works closely with the directors and set crew chief/construction chair. If a set artist isn't assigned, the Paint Chair will be responsible for organizing the efforts of the paint crew to paint the set pieces and some props. Painting begins after set construction has been completed and takes place at our warehouse in Littleton for about two-three hours per week on a day designated by the paint chair, set crew chief and the set artist for approximately 5-6 weeks.

 

Set Construction (B-rehearsal weeks): This crew will help build the sets. Construction will start soon after the first rehearsal. Sets are designed by the directors, set crew chief, and set artist. Set Construction begins shortly after rehearsals start and takes place at our warehouse in Littleton for about two-three hours a week on a day designated by the set crew chief for approximately 5-6 weeks. Bring your own power tools!

 

Set Breakdown (B-after final performance): This crew is responsible for breaking down the set after the final performance and loading the set pieces into the truck. The Set Breakdown crew then travels to our warehouse in Littleton to off-load the set pieces. Bring your own power tools!


Set Load-In (B-prior to first tech rehearsal): This crew is responsible for loading all of the set pieces into the truck at the warehouse and then unloading it at the theater. The Set Load-In Crew will also help assemble the set on the stage. This job normally happens a few hours before the first tech rehearsal (usually late-afternoon on a weekday). Bring your own power tools!


Stage Crew (B-backstage): Stage crew members will turn sets and move scenery and furniture on and off the stage. They may be asked to work the curtain as well. Stage crew must be able to work quietly backstage so that the audience will not hear them. The stage crew members must work either 2 tech rehearsals or 1 tech and 1 dress rehearsal as well as 1 show*.


Ticket Chair (A-rehearsal weeks & show days): A Ticket Chair will be assigned to each cast in a performance. The Ticket Chair will sell tickets during the final weeks of their cast's rehearsal and on the days of the show. The Ticket Chair is also responsible for recording and keeping track of the number of Reserved and General Admission tickets sold at each rehearsal. Tickets will be sold at rehearsals for approximately a half hour at drop off and pickup and one hour prior to each show. Each Ticket Chair must sell tickets before both of their assigned cast's shows and remain in the lobby for 1 performance.*

 

Wranglers (B- backstage): Wranglers work closely with the Cuers to help the cast members that are off stage get to the appropriate sides of the stage when called. In addition, they will also help the kids in the green room and backstage in general. Wranglers will help with hair and make-up touch-ups and costume changes. A wrangler is required to work either 2 tech rehearsals or 1 tech and 1 dress rehearsal as well as 1 show.

 

*Every parent will have the opportunity to see their child on stage (from the audience) for at least one show.

 

**If a job requires the purchasing of supplies you will be reimbursed. All purchases need to be approved by Lynda Burgess. Please submit a completed reimbursement form with receipts to The A.C.T. no later than 2 weeks after the show closes.

 

Notes and Considerations:


To ensure that each family contributes equally to the show, we have divided the committees into two levels. Families are asked to choose between:

 

One Level  A

-OR-

Two Level B

 

In addition, each family will be scheduled to work the Front of House for one performance. These committees work in the lobby one hour prior to each performance, during intermission and/or after each performance. If you are working the front of house you will need to purchase a ticket if you plan on watching the show from the audience.

 

Please mark your calendars NOW!  All families will need to work the front of house for one show and we ask you to be available for every performance until assignments are made. If you volunteer for a crew that works backstage please be considerate and leave your calendar open for all tech rehearsals and show times for both casts until assignments are made!  It is very hard to schedule a crew when several people can only work one day/time. If you have a long standing conflict please be sure to note it on your parent volunteer form! Once committee assignments are finalized they cannot be changed. Please be sure to understand your crew's details and commitment.

 

In the event that you are unable to attend a scheduled commitment, it is your responsibility to find someone on your committee to switch with. Be advised that if you are unable to fulfill your volunteer commitment you will be assigned to another committee or be asked to pay the $200 difference between the co-op and non co-op tuition. 

 When volunteering please remember that this is a family commitment! There are many jobs for dads or older siblings including FOH crew, stage crew, set construction, set load-in, and set breakdown!


Committees are filled on a first-come, first-served basis. Committee requests open on the first day of registration. We will do our best to honor requests but ultimately committees will be filled based on production needs. 


Please note: Parents can not be on their cell phones while working on any committee. All committees and cast members require your undivided attention. Thank you for understanding!

Set Breakdown (B-after the final performance): The crew will be responsible for set breakdown, disposal, and storage at the end of the final show. This includes loading the truck at the performance site and unloading the truck at the warehouse. Breakdown occurs immediately after the last performance. Bring your own power tools!
Set Breakdown (B-after the final performance): The crew will be responsible for set breakdown, disposal, and storage at the end of the final show. This includes loading the truck at the performance site and unloading the truck at the warehouse. Breakdown occurs immediately after the last performance. Bring your own power tools!